The Scenario
It's 11 AM on a Tuesday and you've just wrapped a new-client campaign. Thirty sign-ups. Every one of them is in the workbook — company name, contact email, primary contact, project name, retainer amount, first invoice due date. Thirty rows, six columns each.
You need Clientary client records and draft invoices for all of them before your afternoon onboarding calls start.
The bad version:
- Open Clientary, navigate to Clients, click Add Client, fill in the company name and contact details from the workbook, save, then navigate to Invoices and create a new draft linked to that client — repeat for client 2.
- Halfway through, you misread column F and enter the wrong due date on three invoices; you don't notice until a client calls.
- By client 12 you've been at this for 90 minutes and you still have 18 to go, plus a call in an hour.
There are 30 client records to build and 30 invoices to draft. That work exists whether you do it manually or not — but only one version of it requires you to be the one clicking.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads your data and talks to Clientary on your behalf — creating records, linking invoices, and writing the resulting IDs back into your workbook. Open the SheetXAI sidebar, paste a prompt, and it handles the rest.
Create a Clientary client for every row in this workbook using columns A–C (company name, contact email, contact name), then create a draft invoice for each client using the project name in column D, amount in column E, and due date in column F — write the returned client ID into column G and the invoice ID into column H.
What You Get
- A Clientary client record for every row, with company name, email, and contact name populated from columns A–C.
- A draft invoice linked to each client, with the project name, amount, and due date from columns D–F.
- Client IDs written into column G and invoice IDs into column H — so you can reference them in follow-up prompts or track status without going back into Clientary.
- Any row that fails (duplicate email, missing required field) surfaces as an error note in the adjacent column so nothing is silently skipped.
What If the Data Is Not Quite Ready
Company names have inconsistent formatting
Some rows have "ACME Corp", others have "acme corp", a few have trailing spaces. Clientary will create distinct records for each variant.
Standardize the company names in column A to title case and trim whitespace, then create a Clientary client for every row using the cleaned column A, column B for email, and column C for contact name — write client IDs into column G.
The due date column is in a mixed format
Some rows have "May 15, 2026", others have "2026-05-15", and a handful are blank.
Normalize the due dates in column F to ISO format (YYYY-MM-DD), fill any blank due dates with 30 days from today, then create the Clientary client records from columns A–C and the draft invoices from columns D–F — write client IDs into column G and invoice IDs into column H.
Contacts need to be linked to a second worksheet's account data
The workbook has client rows in Sheet1, but column B holds account IDs that reference a lookup worksheet where full contact details live.
Join each row in Sheet1 with the matching record in the Contacts worksheet using the account ID in column B, then create a Clientary client using the joined name and email fields and a draft invoice using columns D–F — write results into columns G and H.
Full kill chain: clean, create, confirm
Trim all whitespace in columns A–F, normalize column F dates to YYYY-MM-DD and default blanks to 30 days from today, create a Clientary client for every row using columns A–C, create a draft invoice per client using columns D–F, write client and invoice IDs into columns G and H, and flag any failed rows with the error reason in column I.
The most reliable approach is to ask for data cleanup and record creation in the same prompt — errors surface before they become bad data in Clientary.
Try It
Get the 7-day free trial of SheetXAI and open the Excel workbook with your new client roster, then ask it to create all 30 Clientary records and invoices in one shot. When you're ready to pull those clients' activity back out, the Pull Unbilled Time Entries spoke covers the billing side. The full Clientary integration hub lists every workflow.